FAQs

What is Workday? 

Workday is an innovative, cloud-based platform that offers an all-in-one solution for HR and financial management. Workday Platform (HR and Finance) will replace SAP and additional systems.  

Why are we doing this? 

This new, unified system, is a major step forward in modernizing operations to better serve our campus community. Read more about the key benefits of Workday.  

Who will use Workday HR & Finance? 

• All NKU employees will use Workday to view their paycheck, access tax documents, request leave/vacation and view NKU org charts.  

• Managers will use Workday to manage their budgets and direct reports. 

• Select employees will use Workday for time tracking, purchasing, travel and/or expense reports. 

• Prospective NKU employees will use Workday to browse and apply for open positions. 

• New NKU employees will use Workday for onboarding tasks. 

• Student Employees will use Workday starting in June for time entry and to view their pay. Academic student functions will be utilized when Workday Student functionality begins in Fall 2027. 
   

When is NKU moving to Workday?  

Go-Live for Workday is 6/7! 

NKU will begin using Workday for HR and Finance tasks in 2026. As of June 7, 2026 Workday will be used for hourly employee time entry and absence, as well as recruiting and hiring. On July 1, 2026 salary employees will enter absence requests, and all employees will view pay slips in Workday. Workday Student begins in Fall 2027 with full functionality available by Fall 2028. More communications and training will be forthcoming for Workday Student functionality.   

What can we expect with training for Workday? 

Visit our training page for more details about Workday HR and Finance training.  

• Training Timeline: Employee and manager training for Workday HR & Finance will begin in late May 2026. Training sessions will be tailored to individuals based on the tasks they will complete in Workday. 

• Getting Started in Workday courses launch in late May. Employees will self-select from four tracks: 

• Getting Started in Workday for Exempt Employees 

• Getting Started in Workday for Hourly Employees 

• Getting Started in Workday for Kiosk Users 

• Getting Started in Workday for Student Workers 

• Note: Getting Started includes Time and Absence as applicable for users. 

• Training for Hiring in Workday launches first week of June.  Note: This training is by invitation only and will be available to Hiring Managers with open job requisitions at the time of training. 

• Finance Training courses will be delivered in early and mid-June, with hands-on practice opportunities.  Finance trainings include:  

• General Finance topics such as Finance Basics & Expenses in Workday. 

• Specialty Finance-related courses such as Procurement in Workday, Budgets and Accounting in Workday, Customer Accounts in Workday, Grants, and Projects.  

• Training Methods: Training sessions will be delivered as Instructor Led Training (ILT) and virtual Instructor Led Training (vILT). On-the-job support includes job aids and micro-videos for select transactions accessible just when you need them. Finance users will have access to a training tenant to practice some key actions before Go Live. 

• Be sure to check out demos and First Look videos presented by the Change Management Team prior to instructor-led training! View First Look videos on the Demo page.  

How do I register for training? The link will be posted our Training page for the Getting Started in Workday Learning Tracks from which you can select a session that best fits your role at NKU. Hiring in Workday is by direct invitation only. Invites for Finance training will be sent directly, but other interested users can also participate by adding the meeting link to their Outlook calendar from the website. 

What other support is available to users post-Go Live? Videos and step-by-step User guides will be available to all employees before and after Go Live. Additionally, employees can join virtual Office Hours for help with specific topics and questions. Employees can also reach out to their department Change Champions to get connected with the right resources.  

I’m a faculty member, when will I be trained on the academic functions I need to complete in Workday?  

Workday Student begins in Fall 2027 with full functionality available in Fall 2028. Faculty, staff, and students will receive Workday Student training for academic functions closer to Go-Live in 2027 and 2028. All NKU employees will receive training for Workday HR & Finance beginning in May 2026.  

What systems will be replaced by Workday? 

Workday will replace all HCM and Finance components of SAP. Review the list of other systems that will be replaced by Workday. 

How will I use Workday Mobile?  

NKU will have the ability to use Workday Mobile app for activities such as uploading receipts for expense payment, time entry and submission, and manager approvals, among other functions available listed below: 

• Edit Employee Profile information (change contact information, personal information changes) 

• Manage Payment Elections and View Pay  

• Manager approvals (time entry, time off request)  

• Manager review and approve expense reports 

• Mobile upload for documents, photos, expense receipts 

• Time Entry, Correct Time  

• Time Off Requests 

• View Absence Balances 

How many years of historical data will be migrated into the new system? 

Most areas will bring over 1-2 years of data into Workday. Historical data beyond the 2 years will be stored in a data warehouse. 
 

How do Workday's reposting capabilities compare to SAP? 

Workday's reporting capabilities offer more flexibility than SAP.  Within the Workday ecosystem, there will be options for running reports, creating personal ad-hoc reports, collecting reports on dashboards, and various methods of sharing within the system. 

When will I know to start using Workday and stop using legacy systems (like SAP)? 

Transition plans are in development to prepare for the gradual discontinuation of some of the non-student functionality in SAP and other systems as NKU moves to Workday.  Specific dates and required actions will be communicated as they are finalized.